Administrative Assistant

Administrative Assistant in the Community Living Services (CLS) Division.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

ADMINISTRATIVE SUPPORT

• Facilitate office workflow procedures for the programs/departments you support, ensuring the timely and accurate delivery of documents and information.
• Responsible for the oversight of the electronic time and attendance records for the department; ensuring that the payroll is submitted and distributed as required
• Responsible for scheduling per diem staff to cover open shifts in all sites as needed
• Assist with budget process and the review of monthly financial information as requested.
• Maintain, complete and/or follow up, on various reports and requirements such as unit tracking, quality indicators, performance review completion, operational metrics and other reports.
• Track required reporting and follow up when it is not received.
• Data management: maintain electronic and paper files.
• Coordinate meetings for training, customers, etc. Coordinates the division’s conference requests, approvals, and reservations utilizing the agency credit card for tax-exempt status.
• As required, train new staff in the administrative processes of the agency, such as phone operations, email, computer directories, key cards and time clock management, etc.
• Perform a broad range of administrative assignments, such as preparing communications, compose/type letters and memos, record and maintain meeting minutes, distribute materials, track responses to requests, copy/file documents, manage email, fax, scan and copy and collage documents as assigned.
• Track, compile and prepare various reports as well as organize binders and records.
• Manage Outlook calendar for internal and external appointments.
• Serve as Receptionist, greeting, announcing and directing visitors. Acts as a liaison for employees and outside guests, answering questions of a routine to complex nature, providing information often of a confidential nature.
• Answers phones, takes messages, and relay information. Checks voicemail regularly, managing follow-up for each call.
• Manage office equipment maintenance and repair requests, placing Help Tickets as needed.
• Manage office supply inventory and compile requests for office supplies.
• Manage (sort, distribute, follow-up) incoming and outgoing mail for your assigned departments.
• Maintain safe, orderly work area and work practices.
• Sends out notices and reminders as appropriate.
• Coordinates and maintains audit files etc. on the Agency’s shared drives.

• Creation of forms, flyers, documents and presentation as requested

This job description provides an overview of the general responsibilities Administrative Assistant, please note it is not inclusive of all responsibilities and that additional duties may be assigned.